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Fleet Account Maintenance Schedule Builder

Turns a fleet customer's vehicle list, service history, and the shop's own service intervals into a clear schedule showing what each vehicle needs and when.

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Before and after

BEFORE · what the owner typed

Need a fleet schedule for Marlow Landscaping. Contact is Asha. Start March 3, plan through August. We can do 3 vehicles a day, Tuesdays and Thursdays only. Our intervals: oil every 5,000 miles or 6 months, tire rotation every 7,500 miles or 6 months, brake inspection every 6 months, coolant check at every oil service. Trucks: Unit 1, 2019 Ford F-250, 88,400 mi, last oil Dec 2 at 84,900, last rotation Dec 2 at 84,900, last brake check Sept 10. About 1,750 mi a month. Pulls trailer. Unit 2, 2020 Chevy Express van, 61,200 mi, last oil Nov 12 at 58,700, rotation same day, brake check Nov 12. About 1,250 a month. Unit 3, 2016 Ram 2500, 112,000 mi, last oil Oct 1 at 105,500, no rotation record, brake check March last year. About 1,000 a month. Asha said the rear passenger tire is wearing on the inside edge. No prices needed.

AFTER · what the skill produced

Hi Asha,

Here is the maintenance schedule for Marlow Landscaping, March through August. All dates are estimates based on the monthly mileage you gave us. We will adjust them at each visit with real odometer readings.

Vehicle summary
| Unit | Vehicle | Mileage now | Next due | Estimated timing |
|---|---|---|---|---|
| 3 | 2016 Ram 2500 | 112,000 | Brake check (past due, safety), oil and coolant check (past due), rotation (no record), rear tire check | Now, first visit |
| 1 | 2019 Ford F-250 | 88,400 | Brake check, oil and coolant check, rotation | Now, first visit |
| 2 | 2020 Chevy Express | 61,200 | Oil and coolant check, rotation, brake check | Early May |

Why this order

Unit 3: Its last oil was at 105,500, so it has gone 6,500 miles (112,000 minus 105,500). That is 1,500 miles over our 5,000-mile interval. Its brake check from March last year is well past 6 months. We recommend it comes in first.
Unit 1: Its brake check from Sept 10 hits 6 months on March 10, so we will do it at the first visit. It has gone 3,500 miles since oil (88,400 minus 84,900). We recommend doing oil and rotation at the same visit to save a trip.
Unit 2: It has gone 2,500 miles since oil (61,200 minus 58,700). It reaches 5,000 miles at about 63,700, roughly 2 months out. Its 6-month time limit lands May 12, so we will do oil, rotation, and brake check together on May 6.

Schedule

Tuesday, March 4 (2 vehicles)

Unit 3, Ram 2500: brake inspection (safety), oil service and coolant check, tire rotation, and a look at the rear passenger tire for the inside-edge wear you mentioned.
Unit 1, F-250: brake inspection, oil service and coolant check, tire rotation.

Tuesday, May 6 (1 vehicle)

Unit 2, Chevy Express: oil service and coolant check, tire rotation, brake inspection. Estimated about 63,800 miles by then.

Tuesday, June 3 (1 vehicle)

Unit 1, F-250: oil service and coolant check. Estimated about 93,650 miles, with oil due at 93,400.

Tuesday, July 15 (1 vehicle)

Unit 1, F-250: tire rotation. Estimated about 95,900 miles, with rotation due at 95,900 (88,400 plus 7,500).

Thursday, August 7 (1 vehicle)

Unit 3, Ram 2500: oil service and coolant check. Estimated about 117,000 miles (112,000 plus 5,000).

Thursday, August 28 (1 vehicle)

Unit 1, F-250: oil service and coolant check. Estimated about 98,500 miles, close to the 98,650 due point (93,650 plus 5,000).

Visit total: 7 vehicle visits over 6 shop days.

Carried over

Unit 3: rear passenger tire wear on the inside edge. We will inspect it on March 4 and tell you what we find.

Assumptions and missing information

Monthly mileage is your estimate. We will update after each visit.
Unit 3 has no rotation record, so we treat it as due now.
Unit 1 pulls a trailer. If it tows heavy loads often, we may recommend shorter intervals.
Brake checks for Units 1 and 3 fall due again in September, after this schedule ends.
Please check each truck's owner manual for items beyond our intervals. If any truck needs required inspections or records, please confirm those locally.

Thanks,
The Shop

What it does

Turns a fleet customer's vehicle list, service history, and the shop's own service intervals into a clear schedule showing what each vehicle needs and when. Helps the shop book work in batches and helps the fleet owner plan around downtime.

Use it when: Use when an auto repair shop needs to build a maintenance schedule for a local business customer's fleet of vehicles, such as "set up a fleet schedule for this account," "build a service calendar for their vans," "when is each truck due," or "make a maintenance plan for the contractor's vehicles."